Administrative Asst. for Managing Director Full Time NEW

• Do you enjoy bringing structure and order to busy, fast-moving environments?
• Do you take pride in keeping schedules, calendars, and processes running smoothly?
• Do you like being the person others rely on to keep things organized and on track?
• Are you comfortable managing calendars, timekeeping, and administrative processes with consistency and discretion?
• Are you proficient with Microsoft Outlook, Excel, Word, and Teams?
• Are you looking for a long-term opportunity supporting the U.S. Department of State in Charleston, SC?

If you answered “yes” to most of these, keep reading.

What Makes This Opportunity Different

All contractors supporting this Department must be able to possess or obtain a Secret security clearance.

A Secret clearance is a valuable professional credential that can open additional career opportunities within the federal government and government contracting environment, including potential pathways to future roles.

This position offers stability, strong benefits, exposure to federal operations, and the opportunity to build a trusted administrative foundation within Global Financial Operations.

You Must Meet These Minimum Requirements

• Associate degree from an accredited institution or equivalent relevant experience
• Minimum of two years of administrative or office support experience
• Strong organizational, written, and verbal communication skills
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, Teams)
• Ability to follow established procedures with consistency and attention to detail
• Ability to work independently in a structured, process-driven environment
• Ability to obtain and maintain a Secret security clearance

Experience and education may be substituted where appropriate.

We Are Also Looking For Candidates Who Have

• Experience managing calendars, scheduling meetings, and resolving conflicts
• Experience with timekeeping, payroll support, or attendance tracking
• Experience supporting a front office, leadership team, or administrative unit
• Demonstrated ability to prioritize tasks and manage competing requests
• Professional communication skills and sound judgment
• Comfort enforcing boundaries through process and scheduling controls

Our Most Successful Employees In This Position Demonstrate

• Reliability and consistency
• Strong organizational discipline
• Good judgment and discretion
• Attention to detail
• Professional communication
• Comfort serving as a gatekeeper without confrontation

Department Overview

Global Financial Operations (GFO), within the Bureau of the Comptroller and Global Financial Services (CGFS), supports the U.S. Department of State’s worldwide financial operations and administrative infrastructure.

In this role, you will support the leadership of Global Financial Operations by providing core administrative, scheduling, timekeeping, and front office support to the Managing Director, Front Office staff, supervisors, and a diverse team of contractors and civil service employees.

You must be comfortable working independently, maintaining office routines, managing administrative processes, and learning the organization’s programs and procedures. This position plays an important role in keeping front office operations organized, compliant, and running smoothly.

Day-to-Day Job Responsibilities Include

The employee will provide Administrative Assistant – Front Office support to the Bureau of the Comptroller and Global Financial Services (CGFS), Department of State (DoS), Charleston, SC, in support of Global Financial Operations (GFO).

This position provides administrative support to the Managing Director and the GFO Front Office and reports to the Assistant Program Manager.

Responsibilities Include

• Manage and maintain the Managing Director’s Outlook calendar, including scheduling, prioritization, and conflict resolution
• Protect calendar integrity by preventing overbooking and ensuring adequate transition time between meetings
• Serve as a gatekeeper for meeting requests and visitor access coordination
• Maintain daily sign-in/sign-out logs and process leave requests
• Prepare and submit time and attendance entries in WebTATEL
• Compile and distribute weekly and recurring administrative reports
• Manage and update distribution lists, staffing trackers, and administrative records
• Coordinate document routing, administrative taskers, and compliance forms
• Maintain organized electronic records and documentation
• Support general front office administrative operations as assigned

You Must Have The Ability To

• Work independently while following established procedures
• Manage sensitive information with discretion
• Prioritize tasks in a fast-paced environment
• Communicate clearly and professionally
• Learn and apply Department of State administrative systems and processes

Work Schedule

• Standard 8-hour shift between 7:15 a.m. and 6:00 p.m., with a 45-minute non-compensated break.
• Additional hours may be required with Project Manager and DoS approval.
• 100% on-site position.

Software Systems Utilized

• Microsoft 365 (Word, Excel, PowerPoint, Publisher, Teams, OneDrive, OneNote, Forms, SharePoint, and Outlook)
• WebTATEL (Timekeeping)
• E2 (GeT) Solutions (Travel System)
• IDP database system (Education Requirement Tracking System)